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Contract #SH469AA
INDIAN RIVER LAGOON LICENSE PLATE FUNDED
COOPERATIVE COST-SHARING AGREEMENT BETWEEN
THE ST. JOHNS RIVER WATER MANAGEMENT DISTRICT
AND INDIAN RIVER COUNTY
FOR INDIAN RIVER FARMS CANAL DEBRIS REDUCTION PROJECT
THIS Cooperative Agreement is entered into by and between the GOVERNING BOARD of the
ST . JOHNS RIVER WATER MANAGEMENT DISTRICT ( "the District") , whose address is 4049 Reid
Street, Palatka, Florida 32177 , and INDIAN RIVER COUNTY ( "County " ) , 1840 25TH Street , Vero
Beach , Florida 32960.
WITNESSETH THAT :
WHEREAS , the District is a special taxing district created by the Florida Legislature and given
those powers and responsibilities enumerated in Chapter 373 , Fla . Stat . , whose geographical boundaries
encompass the Indian River Lagoon ; and
WHEREAS , pursuant to section 320. 08058( 10) , Fla . Stat. , the Legislature has established a
program whereby a portion of license plate revenues are directed toward habitat restoration and
improvement of water quality within the Indian River Lagoon , which may serve as matching funds for
other local , state , or federal funds or grants , and
WHEREAS , County is contributing matching funds for a project ( hereafter "the Work") that will
provide for habitat restoration and/or improvement of water quality within the Indian River Lagoon , as
further described below .
NOW THEREFORE, in consideration of the payments herein specified , and which the District
agrees to make , County agrees to furnish and deliver all materials , to do and perform all work and labor
required to be furnished and delivered , done and performed for Indian River Farms Canal Debris
Reduction Project, Contract #SH469AA ("the Work") . County agrees to complete the Work in
conformity with this Agreement and all attachments and other items specifically incorporated by
reference are part of this Agreement as fully and with the same effect as if set forth herein .
This Agreement consists of the following documents , including all modifications incorporated
therein before their execution : Agreement ; EXHIBIT "A" - Statement of Work ; and all attachments
hereto.
ARTICLE I - TERM, SCHEDULE AND TIME OF PERFORMANCE
A . Term . The term of this Agreement shall be from the Effective Date to the Completion Date .
1 . Effective Date . The Effective Date of this Agreement shall be the date upon which the last
party to this Agreement has dated and executed the same ; provided , however, that in the
event a date other than the aforesaid is set forth below in this section , that date shall be the
Effective Date .
In lieu of the aforesaid Effective Date , the Effective Date of this Agreement shall be
N/A (enter alternative Effective Date , or enter N/A) .
2 . Completion Date . The Completion Date of this Agreement shall be no later than twelve
( 12) months from the Effective Date hereof, unless extended by mutual written agreement of
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Contract #SH469AA
the parties . All Work under this Agreement shall be completed for use no later than the
Completion Date.
B . Schedule of Work . County shall commence the Work :
[X] Within fifteen ( 15 ) days after the Effective Date ; or
[ ] Upon the issuance of a Notice to Proceed by the District ; or
[ ] Within fourteen ( 14) days of issuance of a Work Order by the District ; or
[ ] On (insert specific date) .
This date shall be known as the "Commencement Date . " County shall prosecute the Work
regularly , diligently , and uninterruptedly so as to complete the Work ready for use in accordance
with the Statement of Work and the time stated for completion therein . The time stated for
completion shall include the final cleanup of the premises , as applicable . A fifteen ( 15 ) day
period has been included in the allotted time for completion to allow for mailing of
this
Agreement and County ' s submission of any required submittals . County will not be allowed to
commence the Work until any required submittals are received and approved .
C . Time is of the Essence. The Commencement Date and Completion Date are essential conditions
hereof. In addition , time is of the essence for each and every aspect of this Agreement . Where
additional time is allowed for the completion of the Work, the new time limit shall also be of the
essence .
ARTICLE II - STATEMENT OF WORK AND DELIVERABLES
A . Deliverables. The Work is specified in the attached Statement of Work. County shall deliver all
products and deliverables as stated therein . County is responsible for the professional quality ,
technical accuracy , and timely completion of the Work. Both workmanship and materials shall be
of good quality . County shall , if required , furnish satisfactory evidence as to the kind and quality
of materials provided . Unless otherwise specifically provided for herein , County shall provide
and pay for all materials , labor, and other facilities and equipment as are necessary for the
performance of the Work. The District ' s project manager shall make a final acceptance inspection
of the deliverables when they are completed and finished in all respects in accordance herewith .
The parties may at any time agree in the form of a written amendment to make changes within the
general scope of this Agreement to the Work to be provided hereunder . Neither party shall
unreasonably withhold consent to any such amendment .
B . Progress Reports. When requested, County shall submit quarterly progress reports to the
District ' s project manager in a form approved by the project manager. The progress report shall
provide an updated progress schedule with each payment request, taking into account all delays ,
changes in the nature of the Work, etc . In addition to hard copies , all written deliverables (reports ,
papers , analyses , etc . ) shall be submitted in machine readable form in formats consistent with the
District' s standard software products . The District' s standard office automation products include
the Microsoft® Office Suite (Word , Excel , Access , and PowerPoint) . Other formats may be
accepted if mutually agreed upon by the District' s Project Manager and chief information officer.
Timely submittal of progress reports shall be a condition precedent to payment of invoices .
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ARTICLE III - COMPENSATION
A . Amount of Funding. For satisfactory performance of the Work, the District agrees to pay County
a sum in the amount not to exceed 63 . 39 % of the total project cost , or $ 9 , 000 whichever is
less (the "Total Compensation") .
B . In- Kind Services. Through this Cooperative Agreement , County agrees to provide $ 5 , 200 in the
form of matching funds and in -kind services for this project. In the event project costs exceed
this amount, County shall be responsible for providing any additional funding required to
complete the project .
C . Invoicing Procedure . All invoices shall reference contract number SH469AA and Work Order #
or Phase #, if applicable , and shall be submitted to the St. Johns River Water Management
District, Director, Division of Financial Management , 4049 Reid Street , Palatka , Florida 32177 .
County shall submit one itemized invoice at the completion of the project . The invoice shall be
based upon the actual Work performed and shall bill as per the Project Budget included in Exhibit
"A ," attached hereto and by reference made a part hereof. This is a cost-reimbursable contract . In
order to receive reimbursement , County shall submit documentation of its expenditures . All
documentation required for verification of the final invoice shall be received and approved by the
District prior to release of payment . If the invoice does not correspond to the Project Budget or
other requirements of this paragraph , it will be returned to County without action within twenty
( 20) business days of receipt and shall state the basis for rejection of the invoice . Payments for
construction contracts shall be made within twenty -five ( 25 ) business days of receipt of an
invoice that conforms to this paragraph . Payments for all other contracts shall be made within
forty -five (45 ) days of receipt of an invoice that conforms to this paragraph . The invoice shall be
submitted in detail sufficient for a proper pre -audit and post-audit review and shall comply with
the document requirements described in Comptroller Memorandum, dated October 7 , 1997 ,
attached hereto and made a part hereof as Exhibit ` B " to this Agreement .
D. Payments Withheld . The District may withhold or, on account of subsequently discovered
evidence , nullify , in whole or in part , any payment to such an extent as may be necessary to
protect the District from loss as a result of. ( 1 ) defective Work not remedied ; (2) failure of
County to make payments when due to subcontractors or suppliers for materials or labor ; ( 3 ) the
District ' s determination that the Work cannot be completed for the remaining or unpaid funds ; (4)
failure to maintain adequate progress in the Work ; ( 5 ) damage to another contractor; or ( 6) any
other material breach of this Agreement . Amounts withheld shall not be considered due and shall
not be paid until the ground( s) for withholding payment have been remedied .
E. Forfeiture of Final Payment. County shall submit the final invoice to the District not later than
90 days after the Completion Date . COUNTY ' S FAILURE TO SUBMIT THE FINAL INVOICE
TO THE DISTRICT WITHIN THE TIME FRAME ESTABLISHED HEREIN SHALL BE A
FORFEITURE OF ANY REMAINING AMOUNT DUE UNDER THE AGREEMENT .
F. Travel. In the event the cost schedule for the Work includes travel costs , travel expenses must be
submitted on District or State of Florida travel forms . The District shall pay County all travel
expenses pursuant to the District ' s Administrative Directive 2002 -02 . Travel expenses shall not
be considered additional compensation , but shall be drawn from the amount provided in the
project budget .
G. Release. Upon the satisfactory completion of the Work, the District will provide a written
statement to County accepting all deliverables . Acceptance of the final payment shall be
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Contract #SH469AA
considered as a release in full of all claims against the District, or any of its members , agents , and
employees , arising from or by reason of the Work done and materials furnished hereunder.
ARTICLE IV - LIABILITY AND INSURANCE
A . Each party to the Agreement is responsible for all personal injury and property damage
attributable to the negligent acts or omissions of that party and the officers , employees , and
agents thereof. In addition , each party is subject to the provisions of Section 768 . 28 , Fla. Stat .
( 1999) . Nothing in this Agreement shall be construed as a waiver of sovereign immunity by any
party hereto .
B . Each party shall also acquire and maintain throughout the term of this Agreement such general
liability , automobile insurance , and workers ' compensation insurance as required by their current
rules and regulations .
ARTICLE V - FUNDING CONTINGENCY
This Agreement is at all times contingent upon funding , which may include a single source or
multiple sources , including, but not limited to : ( 1 ) ad valorem tax revenues appropriated by the
District ' s Governing Board ; (2) annual appropriations by the Florida Legislature , or ( 3 )
appropriations from other agencies or funding sources . Agreements that extend for a period of
more than one ( 1 ) year are subject to annual appropriation of funds , in the sole discretion and
judgment of the District' s Governing Board , for each succeeding year. Should the Work provided
for hereunder not be approved , in whole or in part, for funding by an external funding source , or
the Governing Board in succeeding years , the District shall so notify Contractor, and this
Agreement shall be deemed terminated for convenience in accordance with Article VII. B . five
( 5 ) days after receipt of such notice , or within such additional time as the District may allow .
ARTICLE VI - PROJECT MANAGEMENT
A. Project Managers. The project managers shall be responsible for overall coordination , oversight,
and management of the Work. The parties agree to the following persons being designated as
project manager:
DISTRICT COUNTY
Wayne Mozo, Project Manager Keith McCully , Project Manager
St. Johns River Water Management District Indian River County
525 Community College Parkway , S .E . 1840 25 "' Street
Palm Bay , Florida 32909 Vero Beach , Florida 32960
321 -984 -4494 772-567 -8000
E-mail : wmozo@sjrwmd . com E-mail : kmccully@ircgov . com
B . District Project Manager. The District ' s Project Manager shall have sole and complete
responsibility to transmit instructions , receive information , and communicate District policies and
decisions regarding all matters pertinent to performance of the Work. The District ' s project
manager shall have the authority to approve minor deviations in the Work that do not affect the
Total Compensation or the Completion Date . The District ' s Project Manager and , as appropriate,
other District employees , shall meet with County when necessary in the District ' s judgment to
provide decisions regarding performance of the Work, as well as to review and comment on
reports .
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C . Change in Project Manager. Either party to this Agreement may change its project manager by
providing not less than three ( 3 ) working days prior written notice of the change to the other
party . The District reserves the right to request County to replace its project manager if said
manager is unable to carry the Work forward in a competent manner or fails to follow instructions
or the specifications , or for other reasonable cause .
D . Supervision. County shall provide efficient supervision of the Work, using its best skill and
attention .
E . Notices. All notices to each party shall be in writing and shall be either hand-delivered or sent via
U . S . certified mail to the respective party ' s project manager at the names and addresses specified
above . All notices shall be considered delivered upon receipt . Should either party change its
address , written notice of the new address shall be sent to the other parties within five
( 5 )
business days . Except as otherwise provided herein , notices may be sent via e -mail or fax , which
shall be deemed delivered on the date transmitted and received .
ARTICLE VII - TERMINATIONS
A. Termination for Default : This Agreement may be terminated in writing by either party in the
event of substantial failure by the other party to fulfill its obligations under this Agreement
through no fault of the terminating party , provided that no termination may be effected unless the
other party is given : ( 1 ) not less than ten ( 10) calendar days written notice delivered by certified
mail , return receipt requested , and (2) an opportunity to consult with the other party prior to
termination and remedy the default .
B . Termination for Convenience : This Agreement may be terminated in whole or in part in writing
by the District , provided the County is given : ( 1 ) not less than thirty ( 30) calendar days written
notice by certified mail , return receipt requested , of intent to terminate , and (2) an opportunity for
consultation prior to termination .
C . If termination for County ' s default is effected by the District, any payment due to County at the
time of termination shall be adjusted to cover any additional costs to the District because of
County ' s default . In the event the Work is not completed as a result of County ' s default, County
shall refund to the District all funds that have been paid to County pursuant to this Agreement . If
termination for the District ' s default is effected by County , or if termination for convenience is
effected by the District , an equitable adjustment shall provide for payment of all services ,
materials , and costs , including prior commitment incurred by County , up to the termination date .
D . Upon receipt of a termination action under paragraphs "A" or ` B " above , County shall :
1 . Promptly discontinue all affected work ( unless the notice directs otherwise) , and
2 . Deliver or otherwise make available all data, drawings , specifications , reports , estimates ,
summaries , and such other information and materials as may have been accumulated by
County in performing this Agreement , whether completed or in process .
E . Upon termination under Paragraphs "A" or ` B " above , the District may take over the Work or
may award another party a contract to complete the Work. County shall provide the District with
any licenses to enter real property interests owned by County necessary for completion of the
Work.
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F. If, after termination for failure of County to fulfill contractual obligations , it is determined that
County had not failed to fulfill contractual obligations , the termination shall be deemed to have
been for the convenience of District . In such event, the adjustment of compensation shall be
made as provided in Paragraph "C" of this section .
ARTICLE VIII - MISCELLANEOUS PROVISIONS
A . Assi nment and Subcontracts . County shall not sublet, assign , or transfer any Work, in whole
or in part , or assign any moneys due or to become due hereunder, which involve more than fifteen
percent ( 15 %) of the total cost of the Work, without the prior written consent of the District . As
soon as practicable after signing this Agreement, but in no event not less than ten ( 10) calendar
days prior to the effective date of any such subcontracts , County shall notify the District ' s project
manager in writing of the names of such subcontractors . County shall not employ any such
subcontractors until they are approved in writing by the District, which approval shall not be
unreasonably withheld . Upon receipt of such consent, when a written work product is involved ,
County shall cause the names of the firm( s) responsible for such portions of the Work to appear
thereon . County shall provide the District with an executed copy of any such subcontracts within
ten ( 10) calendar days after the effective date of the subcontract . Neither District approval of a
subcontractor nor any other provision of this Agreement shall create a contractual relationship
between any subcontractor and the District .
County shall be responsible for the fulfillment of all Work elements included in the subcontracts
and shall be responsible for the payment of all monies due under any subcontract . County shall
be as fully responsible to the District for the acts and omissions of its subcontractors , and of
persons either directly or indirectly employed by them, as it is for its own acts and omissions .
County shall hold the District harmless from any liability or damages arising under or from any
subcontract to the extent allowed by law . Nothing herein shall create any contractual relationship
between any subcontractor and the District .
B . Interest of County . County certifies that no officer, agent , or employee of the District has any
material interest, as defined in Chapter 112 , Fla . Stat . , either directly or indirectly , in the business
of County to be conducted hereby , and that no such person shall have any such interest at any
time during the term of this Agreement.
C . Independent Contractor : County is an independent contractor. Neither County nor County ' s
employees are employees of the District . County shall have the right to control and direct the
means and methods by which the Work is accomplished. County may perform services for
others , which solely utilize its facilities and do not violate any confidentiality requirements of this
Agreement . County is solely responsible for compliance with all labor and tax laws pertaining to
it, its officers , agents , and employees , and shall indemnify and hold the District harmless from
any failure to comply with such laws . County' s duties with respect to itself, its officers , agents ,
and employees , shall include , but not be limited to : ( 1 ) providing Workers' Compensation
coverage for employees as required by law ; (2) hiring of any employees , assistants , or
subcontractors necessary for performance of the Work; (3 ) providing any and all employment
benefits , including , but not limited to, annual leave , sick leave , paid holidays , health insurance ,
retirement benefits , and disability insurance ; (4) payment of all federal, state and local taxes
income or employment taxes , and , if County is not a corporation , self-employment ( Social
Security) taxes ; (5 ) compliance with the Fair Labor Standards Act, 29 U . S . C . § § 201 , et seq . ,
including payment of overtime in accordance with the requirements of said Act ; (6) providing
employee training for all functions necessary for performance of the Work; (7 ) providing
equipment and materials necessary to the performance of the Work; and ( 8) providing office or
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Contract #SH469AA
other facilities for the performance of the Work. In the event the District provides training ,
equipment, materials , or facilities to meet specific District needs or otherwise facilitate
performance of the Work, this shall not affect any of County 's duties hereunder or alter County 's
status as an independent contractor.
D . Non Lobbying. Pursuant to Section 216 . 347 , Fla . Stat . , County hereby agrees that monies
received from the District pursuant to this Agreement will not be used for the purpose of lobbying
the Legislature or any other state agency .
E . Civil Rights. Pursuant to Chapter 760, Fla. Stat . , County shall not discriminate against any
employee or applicant for employment because of race , color, religion , sex , or national origin ,
age , handicap , or marital status .
F. Audit: Access to Records. County agrees that the District or its duly authorized representatives
shall , until the expiration of three ( 3 ) years after expenditure of funds hereunder, have access to
examine any of County ' s books , documents , papers , and other records involving transactions
related to this Agreement . County shall preserve all such records for a period of not less than
three ( 3 ) years . Payment( s ) made hereunder shall be reduced for amounts charged that are found
on the basis of audit examination not to constitute allowable costs . County shall refund any such
reduction of payments . All required records shall be maintained until an audit has been
completed and all questions arising from it are resolved . County will provide proper facilities for
access to and inspection of all required records .
G. Release of Information . Records of County that are made or received in the course
of
performance of the Work may be public records that are subject to the requirements of Chapter
119 , Fla . Stat . In the event County receives a request for any such records , County shall notify the
District ' s project manager within three ( 3 ) workdays of receipt of such request and prior to the
release of any information . Nor shall County publish or release any information related to
performance of this Agreement , or prepare , publish , or release any news or press release in any
way related to this Agreement, without prior District review and the District ' s written consent .
Each party reserves the right to cancel this Agreement for refusal by the other party to allow
public access to all documents , papers , letters , or other material related hereto and subject to the
provisions of Chapter 119 , Fla . Stat. , as amended .
H. Royalties and Patents. Unless expressly provided otherwise herein , County shall pay all
royalties and patent and license fees necessary for performance of the Work and shall defend all
suits or claims for infringement of any patent rights and save and hold the District harmless from
loss on account thereof, provided, however, that the District shall be responsible for all such loss
when the utilization of a particular process or the product of a particular manufacturer is specified
by the District. If County at any time has information that the process or article so specified is an
infringement of a patent, it shall be responsible for such loss unless it promptly provides such
information to the District. County hereby certifies to the District that the Work to be performed
pursuant to this Agreement does not and will not infringe on any patent rights .
I . Governing Law. This Agreement shall be construed and interpreted according to the laws of the
state of Florida .
J . Venue . In the event of any legal proceedings arising from or related to this Agreement, venue for
such proceedings , if in state court, shall be in Orange County, Florida, and if in federal court ,
shall be in the Middle District of Florida , Orlando Division .
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Contract #SH469AA
K . Attorney ' s Fees. In the event of any legal or administrative proceedings arising from or related to
this Agreement , including appeals , each party shall bear its own attorney ' s fees .
L . Conflicting Provisions. If any provision hereof is found to be in conflict with the General
Conditions , Special Conditions , or any attachments hereto , the terms in the body of this
Agreement shall prevail .
M . Waiver of Right to Jury Trial . In the event of any civil proceedings arising from or related to
this Agreement, County hereby consents to trial by the court and waives its right to seek a jury
trial in such proceedings , provided , however, that the parties may mutually agree to a jury trial .
N . Construction of Agreement. This Agreement shall not be construed more strictly against one
party than against the other merely by virtue of the fact that it may have been prepared by counsel
for one of the parties , it being recognized that both parties , have contributed substantially and
materially to the preparation hereof.
O . Entire Agreement. This Agreement , upon execution by County and the District, constitutes the
entire agreement of the parties . The parties are not bound by any stipulations , representations ,
agreements , or promises , oral or otherwise , not printed or inserted herein . County agrees that no
representations have been made by the District to induce County to enter into this Agreement
other than as expressly stated herein . This Agreement cannot be changed orally or by any means
other than written amendments referencing this Agreement and signed by all parties .
P . Separate Counterparts. This Agreement may be executed in separate counterparts , which shall
not affect its validity .
IN WITNESS WHEREOF, the St. Johns River Water Management District has caused this
Agreement to be executed on the day and year written below in its name by its executive director, and
County has caused this Agreement to be executed on the day and year written below in its name by its duly
authorized representatives , and , if appropriate, has caused the seal of the corporation to be attached .
ST . JOHNS RIVER WATER INDIAN RIVER COUNTY
MANAGEMENT DISTRICT
,
By :
By :
Kirby B . Green III, Executive Director
Caroline D . Ginn , Chairman
Typed Name and Title
Date : Date : October 12 , 2004
APPROVED BY THE OFFICE
OF GENERAL COUNSEL
Attest:
Stanley J . Niego, Sr. Assistant General Counsel Typed Name and Title
495 , � . A- -� � � � �� y
Documents attached:
Exhibit A - Statement of Work
Exhibit B — Comptrollers Memorandum
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MONNOWANNONNEW
Contract #SH469AA
EXHIBIT "A" — STATEMENT OF WORK
Indian River Farms Canal Debris Reduction Project
I. INTRODUCTION/BACKGROUND :
The Indian River Farms Water Control District in Indian River County is an area of over 53 , 000 acres that
is drained by an extensive network of man -made canals . This basin in the Vero Beach vicinity
has
become increasingly urbanized with the canal network draining directly into the Indian River Lagoon
( IRL) through three major relief canals . In the East Indian River County Master Stormwater Management
Plan ( 2002 ) , a pollutant loading analysis showed that the three relief canals convey large amounts of
suspended solids , nutrients and floating vegetative debris into the IRL . The canals also
transport
tremendous quantities of human generated trash into the Lagoon .
This funding request is for highway signage to be installed at strategic locations throughout the basin as a
non -structural Best Management Practice (BMP) to heighten public awareness of the pollutant loadings .
Indian River County is presently in the final engineering design phase of a separate project for
the
installation of three vortex type treatment structures in the canal system to remove these pollutant
loadings prior to discharge to the IRL . This structural stormwater treatment project coupled with the
public education signage initiative will significantly reduce the continuing degradation of water quality
and habitat in the IRL .
II . OBJECTIVES :
The overall objective of this project is to reduce the amount of trash and vegetative debris
being
transported to the Indian River Lagoon by the three relief canals through a heightened public awareness
utilizing the signage initiative .
The objectives of this project conform to the objectives of the IRL Comprehensive Conservation and
Management Plan ( COMP) and the Surface Water Improvement and Management Plan ( SWIM ) to
inform the public of the value of the IRL and threats to continued viability of the resource .
III . SCOPE OF WORK :
This project will develop and fabricate 100- 30" x 40" metal four-color highway signs and install the
signs at canal crossings and road right-of-ways near the canals . The signs will contain graphics and
verbiage requesting the public to refrain from dumping debris into the canal system and providing
information relative to the terminus of the main relief canals at the IRI. . County shall obtain the District
Project Manager ' s approval of final sign design and verbiage prior to production .
IV. TASK IDENTIFICATION :
Task 1 : All work required to develop final artwork and layout of 30" x 40" highway sign design .
Task 2 : All work required to fabricate 100 metal , 4-color signs .
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Contract #SH469AA
Task 3 : All work required to obtain posts and mounting hardware .
Task 4 : All work required to locate and obtain approval for installation sites and locate any utilities in the
approved installation sites .
Task 5 : All work required to comply with all Federal , State and Local government regulatory
requirements and obtain all necessary permits .
Task 6 : All work required to install 100 highway signs .
V . DELIVERABLES and TIME FRAMES :
All Deliverables are to be sent to the District office located at:
525 Community College Parkway SE
Palm Bay , Florida 32909
Deliverables should be addressed to the attention of Wayne Mozo .
Task 1 : Final sign artwork/layout
Task 1 Deliverable due in District offices by September 30 , 2004 .
Deliverable : Copies of final sign artwork.
Task 2 : Fabrication of 100 metal signs
Task 2 Deliverable due in District offices by December 19 , 2004 .
Deliverable : Report documenting completion of fabrication.
Tasks 3 through 6 : Site and install 100 metal signs
Tasks 3 through 6 Deliverable due in District office by May 1 , 2005 .
Deliverable: Photographs of selected installations and final report including a listing of all site
installations.
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Contract #SH469AA
VI . BUDGET :
Task License Plate Cost Share Cost-share Expected
Description Funding Funding source Completion
Amount Amount Date
Final
Artwork/ Indian River
Layout 200 Count 09/30/04
St Johns River
Water
Sign Management
Fabrication 99000 District 12/ 19/04
Indian River
Siting/ Utility Farms Water
Locates 2 , 000 Control District 05/01 /05
Indian River
Installation 3 ,000 Count 05/01 /05
Totals $9,0001 1 $5,200
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Contract #SH469AA
EXHIBIT ` B"
Comptroller Contract Payment Requirements
Department of Banking and Finance, Bureau of Auditing Manual ( 10/07/97)
Cost Reimbursement Contracts
Invoices for cost reimbursement contracts must be supported by an itemized listing of expenditures by
category (salary , travel , expenses , etc . ) Supporting documentation must be provided for each amount for
which reimbursement is being claimed indicating that the item has been paid . Check numbers may be
provided in lieu of copies of actual checks . Each piece of documentation should clearly reflect the dates of
service . Only expenditures for categories in the approved contract budget should be reimbursed .
Listed below are examples of types of documentation representing the minimum requirements :
( 1 ) Salaries : A payroll register or similar documentation should be submitted . The payroll register
should show gross salary charges , fringe benefits , other deductions and net pay . If an
individual for whom reimbursement is being claimed is paid by the hour, a document
reflecting the hours worked times the rate of pay will be acceptable .
(2) Fringe Benefits : Fringe Benefits should be supported by invoices showing the amount paid on behalf
of the employee (e .g . , insurance premiums paid) . If the contract specifically states
that fringe benefits will be based on a specified percentage rather than the actual cost
of fringe benefits , then the calculation for the fringe benefits amount must be shown .
Exception : Governmental entities are not required to provide check numbers or
copies of checks for fringe benefits .
( 3 ) Travel : Reimbursement for travel must be in accordance with Section 112 .061 , Florida
Statutes , which includes submission of the claim on the approved State travel voucher
or electronic means .
(4) Other direct costs : Reimbursement will be made based on paid invoices/receipts . If nonexpendable
property is purchased using State funds , the contract should include a provision for the
transfer of the property to the State when services are terminated . Documentation
must be provided to show compliance with Department of Management Services Rule
60A- 1 . 017 , Florida Administrative Code , regarding the requirements for contracts
which include services and that provide for the contractor to purchase tangible
personal property as defined in Section 273 .02 , Florida Statutes , for subsequent
transfer to the State .
(5 ) In-house charges : Charges which may be of an internal nature (e . g . , postage , copies , etc
.) may be
reimbursed on a usage log which shows the units times the rate being charged . The
rates must be reasonable .
(6) Indirect costs : If the contract specifies that indirect costs will be paid based on a specified rate , then
the calculation should be shown .
Pursuant to 216 . 346 , Florida Statutes , a contract between state agencies including any
contract involving the State University system or the State Community College
system, the agency receiving the contract or grant moneys shall charge no more than 5
percent of the total cost of the contract or grant for overhead or indirect cost or any
other cost not required for the payment of direct costs
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